Once your class data file has been formatted and saved as a CSV (MS-DOS) file (see Preparing Class Context Data for further information on this), this can be imported into Observe. To do this, click Admin > Data > Classes > Class Import tab.
Next, click ‘Choose File’, select the file to be imported and click ‘Import’.
You will then be shown a Health Check, which checks for issues within the file imported. If there are any issues shown here, we would recommend clicking ‘Cancel the Import’ to resolve these. When you’re happy with the import, click ‘Continue to Team Matching’.
What is Team Matching?
The Team Matching page allows you to match subjects within your class data file to the relevant teams created within Observe. If the team names in your file exactly match the teams created previously, Observe will automatically select this team in the dropdown. If the team names do not match, the dropdown will show as <- DO NOT IMPORT ->.
Here you can work down the dropdowns shown to ensure the relevant subject has been selected. Select <- DO NOT IMPORT -> if you want to exclude a team from the import. Once you have finished matching all teams, click ‘Match Teams & Continue’.
Q: I forgot to create a team, but I don’t want to exclude this from the import. What should I do?
A: You do not need to cancel the upload to create additional teams. In this case, navigate away to create the team (Structure > Structure List tab), then return to this page when you have finished (Class Import tab) and select it from the dropdown.
You will then be shown an Import Summary, which can be used to double check the teams and classes included in the file. Once you are happy, click ‘Confirm’. You will then be taken back to the Structure List tab in the 'Structure' section, where the Class counts will be updated for each relevant team.
Any new records which are created from that point, which have a class associated, will pull through the new contextual information about the class when the record is being completed.
Subsequent Class Imports
If you need to add additional class data in the future, or make changes to the existing class data in Observe, you can do this by importing a new class data file. During the import, you will be presented with two options in the Import Summary:
- DELETE existing Classes and Context: Select this if the class data you are importing is intended to replace all existing class data.
- APPEND existing Classes and Context: Select this if you are adding new classes in addition to the existing class data.
Once you have made the appropriate selection and checked the changes that will occur, click ‘Confirm’.
|Please note: Changes to class contexts will only be applied to future records and will not affect any existing records. Existing records will use the classes/contexts available at the time they were created, even if they have since been deleted.